What are the responsibilities and job description for the Academic Office Coordinator, Political Science position at College of the Holy Cross?
This position will have responsibilities of administrative office functions which includes communicating with students, faculty, staff and administrative offices; ensure functionality of office equipment and maintain office supply inventory; communicate with each department’s faculty on matters such as submission of syllabi, grades, textbook information etc; provides assistance to faculty and department chair during academic meetings. Serve as a resource to the Student Advisory Committee (SAC). Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents). Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements. Maintain department budgets and financial recordkeeping; create and submit check requests, purchase orders, and online
purchases as necessary. Assist with special projects and personnel, as appropriate to the
program.
Day-to-Day Administrative Responsibilities of an Academic Office Administrator
- Maintain public spaces; coordinate office moves with Physical Plant, ITS, the faculty/staff involved, and others.
- Assist with ordering classroom, studio, lab, and other teaching materials, and provide faculty support for copying and scanning.
- Oversee operating practices, recordkeeping systems, forms control, office layout, and personnel requirements.
- Ensure functionality of office equipment and coordinate repairs, submit requests for building maintenance and hardware needs, and maintain office supply inventory.
- Maintain department/program calendar.
- Monitor College deadlines and changes in administrative procedures, and communicate them to faculty and staff.
- Collect and distribute mail, handle outgoing mail and packages.
- Hire, train, and supervise work-study students and other student employees, as appropriate to the program; approve student employee’s time punch, and/or report time to Payroll.
- Assist chair or program director with hiring, processing, and coordinating of graders, TAs, FRAPs and other specialized student positions.
- Schedule and organize meetings, special testing schedules[1] , events; coordinate schedules; reserve meeting spaces using the Event Management System (EMS) or other appropriate software; arrange for event refreshments, communicate information, track RSVPs, and adhere to budget allowances.
- Function as liaison with other departments/programs/offices across campus, as well as outside vendors.
- Organize and facilitate communications for department/program meetings; make, disseminate, and file electronic meeting minutes.
- Assist with preparation of department or program marketing and communication materials, including brochures, posters, and handouts. Maintain department files, both digital and paper formats. Maintain confidentiality of protected and sensitive information. Monitor faculty files to ensure they are complete.
- Acquire and update skills in Microsoft Word, Excel, Canvas, Google and other systems.
Course Management and Scheduling
- Assist chair or program director with preparation, processing, and editing of course descriptions using CIM and other appropriate software.
- Work with the Registrar's Office, department chair or program director, and faculty to organize and initiate course scheduling using STAR, CIM, CLSS, and other appropriate software.
- Assist chair or program director with student enrollment logistics using STAR and other appropriate software.
- Assist chair or program director with analysis and processing of student records, as appropriate to the program or department.
Academic Affairs
- Coordinate logistics of faculty job searches; assist with scheduling, placing of job ads, communication, campus or online interviews, and campus visits; process reimbursements; track and respond to general candidate inquiries, application materials, and unsolicited CVs.
- Facilitate, in conjunction with the Provost’s Office, faculty searches in Interfolio. Assist with reporting and tracking. Manage search status and archive searches. Create position files.
- Coordinate with Provost’s Office to set up new offices, purchase start up materials, and coordinate office setup with Facilities and ITS.
- Onboard new faculty members; train (assist) on appropriate systems and equipment, etc.
- Serve as a point person for visiting faculty.
- Assist with faculty reviews, tenure and promotion reports; preserve confidentiality of faculty records and sensitive information (faculty evaluations, tenure reports, and other confidential documents).
- Work with the Provost’s Office on separating/retiring faculty logistics.
Administer Financials
- Maintain department/program budget and financial recordkeeping.
- Use Chrome River, Adaptive Insights, PeopleSoft, and other appropriate software to input data, perform account reconciliation, and submit monthly expense reports.
- Create and submit check requests, purchase orders, journal entries, and online purchases.
- Process secure documents to be submitted to the Finance Office, such as tax forms, electronic fund transfers (EFTs), and deposits to the College.
- Coordinate paperwork between the Controller’s Office, Budget Office, Provost’s Office, and the department/program.
- Process contracts with the Legal Counsel and Finance Office.
- Assist faculty with travel preparation, reimbursements, and expense reports.
- Maintain a list of active grant lines and track their use.
- Maintain budget files and log of expenditures, providing periodic updates to the chair/program director.
Support the Department Student Advisory Committee (SAC)
- Serve as a resource to the Student Advisory Committee (SAC).
- Assist in coordinating SAC elections, scheduling, and administration of electronic course evaluation forms (eCEF), faculty review roles, and planning events.
- Oversee and coordinate the reviewing of eCEFs by SAC members, maintaining confidentiality and security of the forms.
Website, Tech Support and Social Media Communications
- Maintain up-to-date website and priorities for social media communications. Assist with development of content, including tracking alumni career trajectories. Compile, edit and publish Newsletters.
- Serve as ITS liaison (potentially). Help maintain and/or install specialized software used by faculty and students. Work with ITS and faculty to identify hardware and software needs of the department.
- Prepare the monthly department email newsletter.
Data Collection
- Help with collection, filing, and dissemination of departmental data and surveys.
- Assist the departmental/program committee.
Other Responsibilities
- Provide support to Provost Office or other offices in Academic Affairs, as needed.
- Develop content for department or program marketing and communications materials.
- Assist with special projects and personnel, as appropriate to the program. (Normally Level 1; May be Level 2 depending on the project or department.)
- Collect confidential student information for CORI checks, faculty background checks, and handling other confidential information.
- Provide specialized administrative support to committees outside the department or program.
- Special projects - Carroll Program: support for events, poster design, publicity, coordinate with the legal office regarding a contract for speaking and the financial accounting offices for payments.
Qualifications
- Associates degree, B.A./B.S. preferred. One to Three years of related experience.
- Must have some experience with bookkeeping, account management or experience submitting expense paperwork for payment
- Must be able to work well with students, faculty, staff and administration while providing great customer service for internal and external parties
- Possess good interpersonal communication skills, as well as strong oral and written communication skills
- Demonstrate good organizational, spelling and proofreading skills, be detail oriented, adaptable, flexible, and work with multiple interruptions
- Demonstrate the ability to maintain and be responsible for confidential information.
- May require some work in the evenings.
Additional Information:
This is a full time, non exempt level position. The College is committed to providing competitive market pay for its employees. The College also offers a competitive benefits package for full-time staff, including:
- Defined Contribution Pension Plan
- Tuition & Education benefits
- Wellness programs & ongoing Training and Development opportunities
- Generous paid time off
The College is an Equal Employment Opportunity Employer and complies with all Federal and Massachusetts laws concerning Equal Opportunity and Affirmative Action in the workplace.
To review our Employee Benefit Options, please go to: https://www.holycross.edu/human-resources/benefits
Review of applications will begin as received and continue until the position has been filled.
The College also provides reasonable accommodations to qualified individuals with disabilities during the hiring process in compliance with law. Please contact Merrilee Grenier, Senior Associate Director of Employee Relations and Legal Compliance, for questions or to request an accommodation via email at mgrenier@holycross.edu, or by calling 508-793-3957.
